GARDEN STATE MUNICIPAL JOINT INSURANCE FUND MEETING MINUTES January 23 rd, 2019 The Hotel Woodbridge Iselin, NJ Room The Ballroom at 11:00am

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1 GARDEN STATE MUNICIPAL JOINT INSURANCE FUND MEETING MINUTES January 23 rd, 2019 The Hotel Woodbridge Iselin, NJ Room The Ballroom at 11:00am MEETING OF THE GARDEN STATE MUNICIPAL JOINT INSURANCE FUND CALLED TO ORDER AT 11:09AM. OPEN PUBLIC MEETING ACT STATEMENT READ INTO RECORD MEETING OF BOARD OF FUND COMMISSIONERS CALLED TO ORDER PLEDGE OF ALLEGIANCE SWEARING IN OF FUND COMISSIONERS: o Alan Weinberg - Monroe Township (Commissioner) o Danielle Racioppi - Monroe Township (Alternate Commissioner) o Kim White Township of Eastampton (Commissioner) o Mark Philpot Township of Eastampton (Alternate Commissioner) ROLL CALL OF FUND COMMISSIONERS: Jim Byrnes - Berkeley Township Barbara Russo Berkeley Heights Matt Watkins Township of Bloomfield Borough of Caldwell ABSENT Cinnaminson Township ABSENT Kim White Township of Eastampton Daria Trumpet - City of Englewood Joanna Mustafa - Ewing Township Allyson Cinquegrana - Borough of Fair Haven Borough of Fanwood ABSENT Joe Bellina - Freehold Borough Town of Guttenberg ABSENT Borough of Haddon Heights ABSENT Lou Guarino Hamilton Township Town of Harrison ABSENT Joan Hullings - Borough of Highland Park Patrick Wherry City of Hoboken Louis Palazzo Howell Township Robert Smith - Town of Kearny Laura Reinersten - Borough of Kenilworth GSMJIF Meeting Minutes January 23, 2019 Page 1

2 Greg Whitehead - Township of Lawrence City of Linden ABSENT Russ Jones Township of Livingston Ed Cho - Montclair Township Virginia Murphy Township of Morris Town of Morristown ABSENT Stephanie Oppegaard Township of Neptune Doug Marvin Borough of New Providence Sonia Brown Township of North Brunswick Township of North Bergen ABSENT William Speck Borough of North Plainfield Township of Parsippany-Troy Hills - ABSENT City of Rahway ABSENT Andrew Casais Borough of Roselle Park Township of Roxbury ABSENT John Waryas - Borough of Totowa Karen Caulfield Union Twp. Mark Krane Township of Warren West Orange Township ABSENT APPROVAL OF MINUTES OF 12/19/18 MEETING MOTION: Commr. Watkins SECOND: Commr. Jones ABSTAIN: Commrs. Russo; Hullings; Cinquegrana; Russo; Cho; Marvin; Waryas; White Trumpet; Smith; Bellina; Reinersten; ADJOURN MEETING SINE DIE Chairman asked Executive Director to Chair meeting. Mr. Hall asked for nominations for the positions of Chairperson and Secretary and for the Executive Committee. ELECTION OF CHAIRPERSON AND SECRETARY o Commr. Jones nominated Commr. Marvin for Chairperson, with the nomination seconded by Commr. Watkins No further nominations received. o Commr. Jones nominated Commr. Caulfield for Secretary, with the nomination seconded by Comm. Watkins. No further nominations received. ELECTION OF EXECUTIVE COMMITTEE o Commr. Marvin nominated the 2018 Executive Committee members to serve on the Executive Committee for 2019 with the nomination seconded by Watkins o Swearing in of Chairperson, Secretary and Executive Committee by Fund Attorney. GSMJIF Meeting Minutes January 23, 2019 Page 2

3 Executive Committee for 2019 consists of: o Doug Marvin - Borough of New Providence, Chairperson o Karen Caulfield - Union Township, Secretary o Louis Guarino - Hamilton Township o Mark Krane - Township of Warren o Russ Jones - Township of Livingston o Frank Ruggiero City of Rahway o Matthew U. Watkins - Township of Bloomfield o Timothy Stafford Township of Montclair, Alternate MOTION: Commr. Jones SECOND: Commr. Watkins VOTE: Unanimous MEETING OF BOARD OF FUND COMMISSIONERS CALLED TO ORDER ADJOURN TO EXECUTIVE SESSION TO DISCUSS CLAIMS COMMITTEE REPORT In accordance with Section 8 of the Open Public Meetings Act, the public body is in Executive Session, as follows: 1. The Public shall be excluded from discussion of and action upon the hereinafter specified subject matters. 2. The general nature of the subject matter to be discussed is as follows: o Claims Requests for Settlement Authority MOTION TO ADJOURN TO EXECUTIVE SESSION TO DISCUSS CLAIMS MOTION: SECOND: VOTE: Commr. Jones Commr. Bellina Unanimous, by voice APPROVAL OF REQUESTS FOR SETTLEMENT AUTHORITY AND ADOPTION OF RESOLUTIONS o Approval of Claims Committee Report and Requests for Settlement Authority Township of North Brunswick WC Claim - Granted Settlement Authority Livingston Township EPL-PI Claim Granted Settlement Authority ADJOURN TO PUBLIC SESSION MOTION: SECOND: Commr. Watkins Commr. Bellina GSMJIF Meeting Minutes January 23, 2019 Page 3

4 VOTE: Unanimous, by voice MOTION TO ADOPT RESOLUTIONS & CLAIMS REPORT Chairman Marvin asked that Resolutions through be approved collectively. Resolution Certifying the Election of Chairperson and Secretary* Resolution Certifying the Election of Executive Committee* Resolution Establishing Meeting Procedures* Resolution Establishing Fiscal Management Plan* Resolution Establishing Fund Records Program* Resolution Establishing 2019 Plan of Risk Management* Resolution Approving 2019 Fund Service Providers* Resolution Appointing 2019 Approved Counsel* Resolution Approving New Member - Monroe Township* MOTION: Commr. Bellina SECOND: Commr. Watkins VOTE: Unanimous o Resolution Approving Final 2019 Fund Budget MOTION: Commr. Watkins SECOND: Commr. Byrnes VOTE: ROLL CALL Jim Byrnes - Berkeley Township Barbara Russo Berkeley Heights Matt Watkins Township of Bloomfield Borough of Caldwell ABSENT Cinnaminson Township ABSENT Kim White Township of Eastampton Daria Trumpet - City of Englewood Joanna Mustafa - Ewing Township Allyson Cinquegrana - Borough of Fair Haven Borough of Fanwood ABSENT Joe Bellina - Freehold Borough Town of Guttenberg ABSENT Borough of Haddon Heights ABSENT Lou Guarino Hamilton Township Town of Harrison ABSENT Joan Hullings - Borough of Highland Park Patrick Wherry City of Hoboken Louis Palazzo Howell Township GSMJIF Meeting Minutes January 23, 2019 Page 4

5 Robert Smith - Town of Kearny Laura Reinersten - Borough of Kenilworth Greg Whitehead - Township of Lawrence City of Linden ABSENT Russ Jones Township of Livingston Ed Cho - Montclair Township Virginia Murphy Township of Morris Town of Morristown ABSENT Stephanie Oppegaard Township of Neptune Doug Marvin Borough of New Providence Sonia Brown Township of North Brunswick Township of North Bergen ABSENT William Speck Borough of North Plainfield Township of Parsippany-Troy Hills - ABSENT City of Rahway ABSENT Andrew Casais Borough of Roselle Park Township of Roxbury ABSENT John Waryas - Borough of Totowa Karen Caulfield Union Twp. Mark Krane Township of Warren West Orange Township ABSENT Chairman Marvin asked that Resolutions through be approved collectively. o Resolution Approving Certain Disbursements $581, o Resolution Approving Claims Payments $2,540,071 o Approval of Claims Committee Report and Requests for Settlement MOTION: Commr. Jones SECOND: Commr. Bellina VOTE: ROLL CALL Jim Byrnes - Berkeley Township Barbara Russo Berkeley Heights Matt Watkins Township of Bloomfield Borough of Caldwell ABSENT Cinnaminson Township ABSENT Kim White Township of Eastampton Daria Trumpet - City of Englewood Joanna Mustafa - Ewing Township Allyson Cinquegrana - Borough of Fair Haven Borough of Fanwood ABSENT Joe Bellina - Freehold Borough Town of Guttenberg ABSENT Borough of Haddon Heights ABSENT GSMJIF Meeting Minutes January 23, 2019 Page 5

6 Lou Guarino Hamilton Township Town of Harrison ABSENT Joan Hullings - Borough of Highland Park Patrick Wherry City of Hoboken Louis Palazzo Howell Township Robert Smith - Town of Kearny Laura Reinersten - Borough of Kenilworth Greg Whitehead - Township of Lawrence City of Linden ABSENT Russ Jones Township of Livingston Ed Cho - Montclair Township Virginia Murphy Township of Morris Town of Morristown ABSENT Stephanie Oppegaard Township of Neptune Doug Marvin Borough of New Providence Sonia Brown Township of North Brunswick Township of North Bergen ABSENT William Speck Borough of North Plainfield Township of Parsippany-Troy Hills - ABSENT City of Rahway ABSENT Andrew Casais Borough of Roselle Park Township of Roxbury ABSENT John Waryas - Borough of Totowa Karen Caulfield Union Twp. Mark Krane Township of Warren West Orange Township ABSENT REPORTS EXECUTIVE DIRECTOR S REPORT NIP Group J. Hall 2018 Review and 2019 Goals Mr. Hall reported on the experience for 2018 and initiatives for Particular focus will be on expanded services for employment practices and public officials liability coverages. Financial Fast Track Report Status YE Mr. Hall reported that the Financial FastTrack Report will be distributed once the Year-End Reserve Study has been completed. All of the data has been sent to the Fund Actuary and the review is underway. Special Commissioners for 2019 As the Fund has an even number of Commissioners, we are required under our Bylaws and by Statute to appoint a Special Commissioner. As prescribed under the Bylaws, Bloomfield Township will have the opportunity this year to appoint a Special Commissioner. TREASURER S REPORT P. DeBlasio GSMJIF Meeting Minutes January 23, 2019 Page 6

7 UNDERWRITING REPORTS NIP Group R. Smith Insurance Summaries All summaries have been delivered to the risk managers. Please consult with your risk manager to review and let me know should there be any questions or concerns. February BGIA Presentation At the next meeting, BGIA will present a mile-high overview of the changes and enhancements to the 2019 policies. Renewal Process Huddle at February Meeting As we look to streamline the renewal process and the website, I will be hosting a huddle following next month s meeting for all risk managers and members who are interested, to discuss improvements and ways we can make the renewal process easier. SAFETY DIRECTOR PMA Group (K. Child) and NIP Group (A. Ven Graitis) GSMJIF Safety Meeting Recap: Election New Safety Committee Chair and Alternate for Betty Ann Stinchcomb of the Borough of New Providence and Anthony Nesto of the Township of Bloomfield are stepping down as Safety Committee Chair and Alternate respectively, effective January 1, Greg Whitehead of Lawrence Township and Sgt. Bill Speck of the Borough of North Plainfield have taken the positions Safety Committee Chair and Alternate respectively, effective January 1, EPL efforts for Risk control will continue ongoing efforts to mitigate risk through harassment/discrimination and supervisory training held by in-house staff and outside risk control vendors including PMA and the EANJ. In addition, we are asking that members contact the EANJ more frequently to take advantage of the free phone advisory services available through their membership. Consultants will remind members moving forward that before any termination is made, they should consult with their labor council and the EANJ. An employee hotline will also be available for all members. An EPL subcommittee will be formed to focus efforts and drive results for Presenter- Jeff Schobel, VP of Enterprise Solutions, to discuss STOP it- reporting hotline and services (pending confirmation) - Neil Hooper, Chief Revenue Officer of STOP it, presented on the employee hotline, application and web address technologies available through STOPit. Reports can be entered either anonymously or they can require name and ID #, depending on how the municipality wants to set up the system. Incidents can be forwarded to HR, Labor Counsel s offices, or other administrators as needed. EANJ and Risk Control involvement - The EANJ is available to assist members with how to properly handle investigation matters. An HR seminar on how to properly investigate employment matters will be scheduled in the upcoming months. In2vate for As previously communicated, the GSMJIF now contracts directly with In2vate as Brit is no longer the excess carrier for the fund. Services will remain nearly the same as previously GSMJIF Meeting Minutes January 23, 2019 Page 7

8 provided, and all login information and passwords are unchanged. The only change is the landing page/login address, is now Risk control will also be tracking all in person training provided to members. Risk Control consultants will be following up with members for employee information. Upcoming Events: HR Seminar NJ Paid Sick Leave, WWF, Roundtable announcements - The HR Seminar-NJ Paid Sick Leave, is scheduled for 1/31/19 at NIP offices at 900 Route 9, Woodbridge, from 10:00 to 12:00. You should register on line from the links provided in the s or contact your risk control consultant. Notices will be issued on upcoming seminars for WWF police training and Roundtables for Police, Fire and DPW. Fleet Safety - Ken Child presented on fleet safety initiatives in 2019 including review of fleet safety written programs that address MVR checks, vehicle inspections, vehicle maintenance, driver training, accident investigation boards, and various other risks. Risk control consultants will continue to work with members on updating programs. Housekeeping in DPW - Two fires have recently occurred at public works facilities this past month, with both being caused, or the severity contributed to, by poor housekeeping. Inspections have continually indicated a concern with housekeeping at a majority of Public Work facilities. Risk control will be sharing inspection check lists and performing walk throughs of member locations in the upcoming months to reduce the risk of fires, property claims, and employee injuries. Carbon Monoxide - Carbon Monoxide is a deadly gas byproduct of normal combustion. A bulletin has been issued and should be shared with all department personnel. Emergency Responders should especially be aware of the hazards of CO when responding to emergency calls as often the symptoms are hard to link to CO inhalation, such as dizziness, vomiting, weak pulse, etc. Personnel CO detectors were discussed and should be made available to all emergency responders, so they can be quickly alerted when entering areas with high CO levels. CLAIMS REPORT NIP Group - C. Cyriax Key Performance Indicators for December Conrad Cyriax provided the Commissioners with the Claims Report. Key performance indicators of Claims Department activity were fully discussed including the number of new claims received and the sum of claims closed during the preceding month. Frequency trends affecting the Fund were discussed as well as other critical measurements of Claims Department activity such as closing ratio and recoveries. NEW BUSINESS OPEN FORUM MOTION TO ADJOURN GSMJIF Meeting Minutes January 23, 2019 Page 8

9 Commissioner Marvin made a motion to adjourn the meeting at 11:59AM and Commissioner Watkins seconded the motion. Motion carried unanimously. Prepared by M. Delgado M. Delgado D. Marvin ALSO, PRESENT: Jonathan Hall NIP Madeline Delgado NIP Rob Smith NIP Robert Persico NIP James Renner NIP Anthony VenGraitis NIP Conrad Cyriax NIP Frank Kelly BGIA Luis Alamo Alamo Insurance Luis F. Alamo Alamo Insurance Alyson Cronk FMCO Lori Sullivan Warren Township Karen Waters IMAC Jeff Martin Borden Perlman Michael Sabbagh Richland Knowles Amy Pieroni Acrisure Michael Griffith NIP Tom Stenberg _ assured Partners Lisa Gallo Qual-Lynx Renee Nelms Qual-Lynx Michael Bascom Neptune Ilene Laursen Conner Strong Bonnie Ridolfino Hardenbergh Robin Racioppi North American Insurance Dom Cinelli Brown & Brown Bob Gemmell Brown & Brown David Balken Balken Risk Marc Strauss PMA Valarie Wyble Roxbury Scott Readlinger HUB International Don Readlinger Round Hill Risk Edward Tenors Lawrence Township Liza Viana Berkeley Heights GSMJIF Meeting Minutes January 23, 2019 Page 9

10 Betty Ann Stinchcomb New Providence Stephanie Brown AJ Gallager Michael O Connell PQA Jonathan Hall NIP Brian Erlandsen BGIA GSMJIF Meeting Minutes January 23, 2019 Page 10